Subscribers

Subscribers are individuals, businesses, service groups, or other entities that provide useful resources or specific services for the site. Subscribers are not directly a part of the Sites hierarchical structure but often require Site services (including telephone services) necessary for them to be located on the site. Subscribers are generally required to pay for the services provided to them by the Site. Cairs.net maintains general information regarding their name, location, and telephone listing in the Subscribers Section.

Telephone Control Officer Group

A Telephone Control Officer (TCO) is the person responsible for managing your site’s Subscriber services. Each TCO is placed into a group to manage several different subscribers.

Resource Manager Group

A resource manager is the individual responsible for monitoring the resources available for a group of people. They are required to evaluate and approve funding for work orders submitted by their Subscribers.

When a subscriber submits a work order through the Subscriber Portal, the work order stops in cairs.net and waits for the Resource Manager to approve funding. Your cairs.net administrator decides which work orders require approval. Once approved the work order can resume within the workflow.

Commanding Officers

Each Subscriber and Subscriber Manager can be assigned a Commanding Officer who ultimately has the final approval over Subscribers and Subscriber Managers.

Supervising Managers

You can assign each subscriber a Supervising Manager.  These managers have permission to view data within Subscriber Portal and you can limit their permission based on site and/or organization.

Subscribers

The Subscribers section provides you with the capability to create and maintain an active list of all subscribers (within your infrastructure) in the cairs.net system. Anyone who receives any type of service should be included in the list of subscribers allowing you to bill him or her for the services your organization provides. During installation a Unique Communications installer assists the administrator (or someone designated by the administrator) in setting up the subscriber information.

Subscriber Information

When you open the General – Subscriber window, there are three panes of information.  The Subscriber Information pane displays basic information, such as, name, rank, organization, site, etc.  The Notes pane displays all created notes for the subscriber.  The Related Set Devices displays the sets the subscriber is associated to as well as the port name, set type and set template.

Adding a New Subscriber

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. There are two ways to add a subscriber:

• • Within the toolbar directly above the Navigation pane, click the drop-down arrow next to New. From the list, select Subscribers.
  • Within the Actions pane, click Add New Subscribers.

4. With either option, the General – Subscriber window opens. Complete the following Subscriber information (required fields are marked with an asterisk (*)):

• • Site* – click on the dropdown arrow to access a list of the sites, there are two columns of information. The first column displays the site that you are assigning to the subscriber.  The second column displays the path of the site, this includes all parents.  Find the site within the list and click to add the site name to the field.
  • Organization – click the drop-down arrow to access a list and from the list, click on the name of the organization to associate to the subscriber. The organization drop-down list displays the bottom-most organization first. After the ~~ the complete path to the selected organization displays. Each level of the organizational tree is separated by a >. Once you select an organization, the complete path populates within the field.

Once you select an organization, the complete path displays within the field.

• • Organization Path – After you save and close the record, this field populates with complete path of the organization starting with the parent and moving to the child. Each level of the path is separated by a >.
  • Organization TCO – click the drop-down arrow to access a list of TCO groups within your database. From the list, select the TCO to associate to the subscriber.

! Once you Save & Close the record, the TCO field becomes read-only.  You will not be able to modify the TCO information.

• • Authorized – The field defaults to include a solid square, this means that the value is neither true nor false. You will need to click on the field twice to insert a checkmark to indicate this subscriber as authorized. Leave the field blank to make this subscriber un-authorized meaning they will not be able to use the Subscriber Portal.
  • Disabled – The field defaults to include a solid square, this means that the value is neither true nor false. You will need to click on the field once to remove the solid square to indicate this subscriber as active.  Click the field again to insert a checkmark which indicates their account has been disabled. The user will receive a message letting them know their account has been disabled.
  • Last Name – type the subscriber’s last name.
  • First Name – type the subscriber’s first name.
  • Middle Name – type the subscriber’s middle name.
  • User Name – type the user name chosen by the subscriber to access their subscriber information.
  • Alt Sub Number – type the alternate subscriber number.
  • Rank – click the field to access a drop-down list and from the list, select the rank. If a rank is not in the dropdown list, you can type the rank in the field.
  • Branch – click the field to access a drop-down list and from the list, select the branch. If a branch is not in the dropdown list, you can type the branch in the field.
  • Grade – click the field to access a drop-down list and from the list, select the grade. If a grade is not in the dropdown list, you can type the grade in the field.
  • Rate – click on the field to access a drop-down list and from the list, select the rate. If a rate is not in the dropdown list, you can type the rate in the field.
  • Commanding Officer – click the field to access a drop-down list and from the list, select the Commanding Officer.
  • Publishing Option* – from the drop-down list, select one of the following publishing options:
  • Published – click on the field to access a drop-down list and from the list, select one of the following publishing options:
    • Non-published – if selected, this listing will not appear in any printed or online directory.
    • Classified – if selected, this listing displays in the classified directory only.
    • Temporary – if selected, this displays as a temporary listing.
    • Both Published and Classified – if selected, the listing displays in both the published and classified directory.
    • Alternate – if selected, the Alternate Number that displays in the Alt Number field displays in place of the original number in both the printed and online directories.
  • Job Description – type the job description information for the subscriber, if applicable.
  • E-Mail Address – type the subscribers e-mail address.
  • Contact Phone Number – type the contact phone number of the subscriber.
  • Key Word – type a name allowing operators to perform a more precise subscriber search. For example, if the Subscribers last name is Smith, a key word can be the first name.
  • Date Added* – this field auto-populates with the current date. To change the date, click the field to access a drop-down calendar and from the calendar select the date to add the subscriber. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.
  • Account Type* – click the field to access a drop-down list and from the list select whether the subscriber account is official or unofficial.
  • Comments – comments can be added when registering.
  • Subscriber Misc 1 – 5 – use these fields to enter in any further subscriber information
  • Is Portal Administrator – if this subscriber is your Subscriber Portal administrator, click the field to insert a checkmark in the field. This allows the subscriber to see Configuration menu option when they access the portal.

5. To add another subscriber, click the Save & New button within the Actions ribbon group and repeat step #3.
6. Within the Actions ribbon group, click Save (to save and stay) to continue working with the subscribers, or click Save & Close (to save and exit) to return to the Subscribers list.

Adding a Subscriber from Active Directory

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. There are two ways to add a subscriber from Active Directory:

• • Within the toolbar directly above the Subscribers list, click the Add Subscriber from Active Directory link.
  • Within the Actions pane, click the Add Subscriber from Active Directory link.

4. The Provide Active Directory Credentials window opens. Log in with your Administrator Name, Administrator Password, and Domain.
5. Click the OK button.
6. The Active Directory list displays. Within the Active Directory list:

• • Search for a Subscriber by typing the subscriber name or portion of the name in the text box. The list displays all subscribers containing the portion of the search characters. For example, if the search parameter typed in is ‘Len’, anywhere “len” displays in the active directory listings displays (highlighted fields display the search characters) within a new list. To return to the full list of users after a search, click the red X within the search parameters box. Sort the list by clicking any column header. For example, click the Username column header to sort the list alphabetically by user name.

7. Within the list, double-click the subscriber name to add. The Subscriber window opens with the Last Name, First Name and User Name populated with the Active Directory information.
8. Type the remaining subscriber information.
9. To add another subscriber, click the Save & New button within the Actions ribbon group and repeat
   steps #6 – 8.
10. When you have completed entering the information, click Save & Close, within the Actions ribbon group.
11. The Active Directory list remains open until closed allowing the administrator to add multiple subscribers without having to log in each time. To close the Active Directory list, click the red X in the upper-right-hand corner of the window.

Viewing Subscriber Records

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All

4. There are several additional viewing options for subscribers, within the Views pane, click the option button next to one of the following options to have cairs.net sort the subscriber list based on the common characteristic:

·         Simple List ·         Requesting SP Access ·         Rank ·         Publishing Option ·         Site ·         Organization ·         Authorization Codes

·         Official Accounts ·         Unofficial Accounts ·         Unofficial Detail ·         Account Current ·         TCO Groups ·         Subscriber Notes ·         Disabled Subscribers

5. Each of the 14 viewing options sorts the list and puts the records into groups. Click the plus sign (+) next to each group to drill down to individual records. Double-click the record to view it in detail.

Modifying an Existing Subscriber

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the subscriber needing modification. The General – Subscriber window opens.
5. Make any necessary modifications. Remember, any field with an asterisk (*) is required. For information on each field, please see Adding a New Subscriber at the beginning of this section.
6. Once the modifications are complete, click Save & Close within the Actions ribbon group.

Disabling an Existing Subscriber

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the subscriber needing modification. The General – Subscriber window opens.
5. Click the box within Disabled field to insert a checkmark.
6. Within the Actions ribbon group, click Save (to save and stay) to continue working with the subscribers, or click Save & Close (to save and exit) to return to the Subscribers list.

Searching for a Subscriber Record

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Within the upper-right corner of the window is the search box.
4. Search for a Subscriber by typing the subscriber name or portion of the name in the text box. The list displays all subscribers containing the portion of the search characters. For example, if the search parameter typed in is ‘Len’, anywhere “len” displays in the active directory listings displays (highlighted fields display the search characters) within a new list. To return to the full list of users after a search, click the red X within the search parameters box.

Deleting a Subscriber Record

To delete a subscriber record, that subscriber must be free of all assignments.

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, there are three ways to delete a subscriber:

• • Highlight the Subscriber name within the list, and on the toolbar directly above the Navigation pane, click the red X.
  • Highlight the Subscriber name within the list, and within the Actions pane click the Delete Subscribers link.
  • Within the subscriber list, double-click the Subscriber name. The Subscriber window opens. Within the Actions, ribbon group click the Delete button.

5. Once you click Delete, a message box displays verifying that you really want to delete the Subscriber. Click Yes within the box to continue or No to cancel the operation.

Subscriber Notes

Managing Note Categories

Before you start to add notes, it is a good to add some categories.  These categories allow you to group your notes based on a common element.  For instance, you can have note categories called:  Password Reset, Set Device, Account, General Info, etc.

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.
5. Within the Notes pane, click on the Manage Categories link

Alternatively, from the Subscriber menu you can click on the Manage Note Categories link within the Actions pane.

6. The Manage Note Categories popup opens. Click the row with an asterisk (*) to add a new category to the list and type the name.
7. Once you start typing in the category, a new row with an asterisk (*) displays at the top of the list allowing you to add multiple categories at once.
8. To delete a category, right click on the record selector box next to the category name to access a popup menu, from the menu click Delete.
9. Once you click Delete, a message box displays verifying that you really want to delete the category. Click Yes within the box to continue or No to cancel the operation. Once selected, a line is drawn through the name, allowing you to delete multiple items at once.
10. If you do not want to delete the category, right-click the record again and click Undelete.
11. Once you select Undelete, a message box displays verifying that you really want to keep the category. Click Yes within the box to continue or No to cancel the operation.
12. Within the Actions ribbon group, click Save (to save and stay) to continue working with the categories, or click Save & Close (to save and exit) to return to the Subscriber.

Category Document Templates

For each category you create, you can also create a document template.  When you create a template, each time you select the note category the information within the template automatically populates in the note editor.  This is a handy time saving tool to allow you to quickly add notes to a subscriber.

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.
5. Within the Notes pane, click on the Manage Categories link
6. The Manage Note Categories popup opens. Within the list of categories, select the one to associate to a template.
7. Within the Note Template ribbon group, click the Edit Note Template button. The Note Template Editor opens.
8. Type the text of the note into the editor, once finished click on the Save button in the lower right hand corner.
9. Within the Actions ribbon group, click on the Save button to return to the Subscriber.
10. Whenever you select the particular category, your template automatically populates in the Notes Editor.

Adding a Note to a Subscriber Record

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.
5. Within the Notes pane, click on the Add Note link. The Note Editor popup opens.
6. You can simply start typing the text of the note into the Editor, however, you have several options while creating your note:

Note Category

7. On the right hand side of the menu bar, is the Category drop-down, click on the arrow to access a list of the categories and from the list select the associated category. This category simply groups your motes based on a common characteristic.
8. If the category has a template, the template text automatically populates in the note editor. We can modify the template by clicking in the note editor and change any necessary information.
9. Next to the Category drop-down are a few options:

• • Load – if you have already created the note and want to use the template instead, click on the Load button. You will be notified that loading the template will overwrite any existing information.  Click Yes to continue or No to cancel the operation.
  • Modify – You can modify the template by clicking on the Modify link, the Note Template Editor opens allowing you to make changes. Once complete, remember to click Save!
  • Create – You can create a new template by clicking on the Create button, the Note Template Editor opens within the body type the text and once complete click Save.

Changing the Note Font

10. At the top of the Notes Editor are several options available to modify the look of the note. You have the following options available:

• • Bold/Italic/Underline
  • Bullet
  • Numbering
  • Font Color
  • Font Highlight
  • Font Type and Size

11. Click on any button and start typing the text of your note.
12. To change any text within your note, highlight the text and click on the appropriate button.

Adding a Note Subject

13. You can add a subject to a note by clicking in the Subject field and typing the information.

Undo/Redo

14. If at any time during the creation of your note you make a mistake, we have taken care of you with the undo and redo buttons. These buttons will only work if you have not clicked the Save button.

Status Bar

15. At the bottom of the note editor, there is a status bar that displays the following information:

• • Created By
  • Creation Date
  • Last Modified Date
  • Modified By

16. When you have completed your note, click on the Save button in the lower right hand corner. The note is saved and you are returned to the Subscriber.

Viewing All Notes Added to a Subscriber Record

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber window opens.
5. All notes that you have created display within the Notes pane, the most recent note appears at the top of the list.
6. There are two viewing options:

• • Standard – this view displays the note in its entirety
  • Condensed – this view displays only the top portion of the note

7. You can further condense the list by clicking the minus sign next to Created By for each note, this only displays the subject of the note. To view the complete note details, click on the plus sign.
8. There is one more viewing option, when you are at the Subscriber menu, within the Views panes click Subscriber Notes. All notes within the entire database appear within the list.  To view the note details, double click on the row to open the Subscriber record.

Editing a Note

To edit a note, find the note within the list and click on the Edit link on the far right side of the pane.  The popup opens allowing you to edit and save the note.  The position of the note does not change within the list because the list is based on date and time created.

Deleting a Note from a Subscriber Record

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber window opens.
5. All notes that you have created display within the Notes pane, the most recent note appears at the top of the list.
6. Within the note header, click on the Delete link on the far right hand side of the header.
7. The note is removed from the list.

Subscriber Passwords

Reset a Password

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber window opens.
5. Within the Show ribbon group, click the Password button to access a drop-down list. From the list, select Reset Password.
6. A box opens with the new temporary password. Select Reset Password to save the new password, or Cancel to stop the process. If you selected to continue the process, a box opens saying the user’s password user successfully updated. Click Ok to return to the Subscriber window.

Subscriber Accounts

Before you can associate any equipment or services to subscriber, you must associate an account number.  This allows cairs.net to bill for any charges incurred by the subscriber.

Adding an Existing Account Number to a Subscriber

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.
5. Within the Component Group ribbon group, click the lower portion of the Account button to access a drop-down list. From the list, select List.
6. The Search Accounts popup opens, this popup allows you to search for an existing account. There are two ways to populate the list of available account numbers:

• • Within the search box, type any portion of the account number and then click the magnifying glass.
  • Click the Show All button.

7. Once the list populates, double-click the number to add the account to the subscriber. The accounts window closes and returns you to the Subscriber window.
8. Once you select the account number, the Account Type field populate with the appropriate information. To view account information, click the Account button in the Component Group.
9. Within the Actions ribbon group, click Save (to save and stay) to continue modifying information for the subscriber, or Save & Close (to save and exit) to return to the Subscriber list.

Creating a New Account for a Subscriber

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:
4. Within the search box, type any portion of the record and then click the magnifying glass.
5. Click the Show All button.
6. Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.
7. Within the Component Group ribbon group, click the Account button to access a drop-down list. From the list, select New.
8. The General – Account window opens (if you have automatic numbering turned on then the name of the window is Automatic By Setting – Accounts). There are four information panes. Within the Account pane, complete the following fields (required fields are marked within an asterisk (*)):

• • Account Number* – type the account number; this field can contain numbers, letters and/or symbols.
  • Mailing Address – click the field to access a drop-down list and from the list select the mailing address of where to send the bills.
  • Category – another way to group accounts together. Within Accounts is a Manage Account Category that populates the drop-down list.
  • Call Charges – click the box to insert a checkmark to indicate the account is responsible for all charges incurred from calls.
  • One Time Charges – click the box to insert a checkmark to indicate the account is responsible for all one-time equipment and service charges.
  • Recurring Charges – click the box to insert a checkmark to indicate the account is responsible for all recurring equipment and service charges.

! Within various parts of the software, when the Account Number drop-down arrow is selected, the Recurring Charges, Call Charges, and One Time Charges columns display to the right of the Account Number and Type.

• • Account Type* – this field auto-populates with Unofficial indicating you are creating an unofficial account.
  • Mission Funded – click the box to insert a checkmark to indicate the charges associated with the account are mission funded.
  • Mail Delivery Preference* – click the field to access a drop-down list and from the list select whether the contact receives the entire bill, notification only or nothing by mail.
  • Email Delivery Preference* – click the field to access a drop-down list and from the list select whether the contact receives the entire bill, notification only or nothing by email.
  • User Miscellaneous 1 and 2 – use these field to add any additional comments regarding the account
  • Exclude From Financial Summary – click the box to insert a checkmark indicating that you want to exclude this account number from the Financial Summary. Leave the field blank to include the account number in the summary.
  • Created Date – This field auto-populated with the date you created the account number. The field populates after you save the information. To change the created date, click the field to access a drop-down arrow. Click the arrow to access a calendar. To change the month and year click the right or left arrow. Click the date to select. The new date populates in the box.

9. Once you have completed the information, within the Actions ribbon group, click Save & Close (to save and exit) to return to the Subscriber window.

! Within the Account window, you do not need to complete the Subscriber information. After you save the account number caris.net associates the subscriber and account. When you access the account again, the subscriber pane populates with the subscriber’s information.

Reviewing Associated Accounts

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.
5. Within the Component group, click the Account button to access a drop-down list. From the list, select Review.
6. The General – Account window opens allowing you to review and/or modify the account information.
7. Within the Actions ribbon group, click the Save & Close button to return to the Subscriber window.

Subscriber’s Set Device

Adding a Set Device to a Subscriber

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.
5. Within the Component Group ribbon group, click the Set Device drop-down to access a list. Click Add.
6. The Search Set Devices window opens. Click Show All at the top of the window to display a list of available devices.
7. To search for a set device, type the main listed number or portion of the number in the search box in the upper-right-hand corner of the screen. A new list displays with the highlighted numbers. To return to the full list of set devices after a search is complete, click the red X within the search parameters box.
8. To add the set device to the subscriber, double-click the number. The set window closes and returns you to the Subscriber window.
9. Notice that the Set Device pane in the middle of the window now populates with the Set Device information.

Review a Subscriber’s Set Device

1. Click Subscribers.
2. Within the Navigation pane, click Subscribers.
3. Depending on the amount of records you have within your database, the Subscriber list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All button.

4. Once the list populates, double-click the desired subscriber. The Subscriber’s window opens.
5. Within the Component Group ribbon group, click the Set Device drop-down to access a list. From the list, select Review.
6. The Set Device window opens.
7. If you made any modifications to the set click the Save button within the Actions ribbon group to save your changes and return to the Subscriber window.
8. If you are viewing the set device without modification, click the X in the upper-right-hand corner of the window to return to the Subscriber window.